ADMINISTRATIVE SECRETARY - 48004305

Requisition No: 706602 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48004305

Position Number: 48004305 

Salary:  $2,600.00 Monthly 

Posting Closing Date: 08/31/2023 

OCCUPATION PROFILE

DIVISION OF VOCATIONAL REHABILITATION

AREA 2/JACKSONVILLE/Unit 08D

ADMINISTRATIVE SECRETARY

Position Number: 48004305

Minimum Hiring Salary: $2,600.00 Monthly

This Advertisement may be used to fill current and future vacancies for up to 6 months.

*The salary may be negotiable dependent upon years of experience, education level and available salary rate.

This position typically hired at the pre-broadband salary minimum of $2,600.00.  

OFFICE LOCATION: JACKSONVILLE, FL

BACKGROUND SCREENING REQUIREMENT It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.  

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.  

No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department.  

Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.  

Applicants interested in information about The Division of Vocational Rehabilitation and The Department of Education or the State of Florida can utilize the attached links to web sites such as the DVR Rehab works site http://www.rehabworks.org, the DOE homepage http://www.justreadflorida.com, the Department of Management Services website http://dms.myflorida.com/, or the My Florida homepage http://www.myflorida.com. 

DESCRIPTION

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.) 

This position is responsible for performing a variety of complex technical secretarial duties. Assists the unit in organizing, coordinating, and establishing priorities for daily office activities. 

This position:

Primary responsibilities include facilitating the unit support operation, assisting the VR Supervisor in organizing, coordinating and prioritizing for unit activities for maximum efficiency and accuracy in the provision of VRS services for employment outcomes. The incumbent will access client information, maintain case records, produce correspondence, and perform other automated functions within the scope of the position's responsibilities.

• Reviews and audits administrative actions regarding authorizations, contracts, travel/training reimbursements, personnel actions, purchase requisitions, supporting documents, leave and attendance records, unit management information data, and other reporting documents required by state or federal regulations or policy. Identifies and develops strategies with unit team to ensure accurate and efficient processes within the unit.
• Assists supervisor in implementing and providing effective and efficient use of financial resources. Examines needs and projects unit expenditures based upon team participation, tracks unit budget, and orders supplies for unit on a timely basis.
• Provides administrative and secretarial support services to the unit supervisor, counselors, and other associates as needed for the benefit of individuals with disabilities. This includes the scheduling and notification of appointments, the preparation and signing of routine correspondence, preparation and processing of authorizations and other activities required for employment outcomes for individuals with disabilities. Develops and uses a team approach to unit operations.
• Provides technical assistance to supervisor and associates to facilitate unit work. Reviews unit processes to facilitate and assist in the implementation of administrative improvements to enhance client service provision.
• Contacts internal and external customers, responds to requests for information, gathers data, schedules appointments and coordinates meeting arrangements.
• Assists supervisor in preparation of personnel packets, vacancy advertisements, work modules, schedules interviews, participates in interviews, makes administrative support recommendations, checks references, and compiles recommendation packets.
• Assists supervisor in personnel inquires and actions for the unit, including but not limited to performance appraisals, insurance benefits, and leave and attendance.
• Provides support staff training to internal customers. Participates in training activities to enhance competency in unit team administrative processes to improve responses to internal and external customers.
• Performs related work as required.

Attendance is an essential function of this position.

Minimum Qualifications

Three years of secretarial or office clerical work experience; or Possession of a Certified Professional Secretary Certificate. College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience; Vocational /technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience; A high school diploma or its equivalent can substitute for one year of the required work experience.

EXAMPLES OF WORK

(Note: The examples of work as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position. Examples of work performed are not to be used for allocation purposes.)

• Takes and transcribes dictation or transcribe from dictating equipment or rough drafts subject matter that may vary from simple correspondence to legal, medical, engineering, or other technical subject matter.
• Develops material for supervisor's use in public speaking engagements.
• Attends conferences to take notes, or is briefed on meetings immediately after they take place in order to know what amendments were made and what developments have occurred in matters that concern the supervisor.
• Makes arrangements for conferences including space, time, and place; informs participants of topics to be discussed; and provide them with background information.
• Assists in and coordinates the preparation of operating and legislative budgets; examines budget documents to ensure that they comply with state regulations.
• Receives and routes telephone calls, the answers to which may involve the interpretation of policies and procedures.
• Compiles and analyzes data for administrative decisions.
• Interprets established policy and provides the information for the resolution of problems.
• Provides liaison with the other departments or divisions and with the public representing the department head when requested.
• Operates and/or utilizes a variety of standard business and office machines and equipment including: typewriters, word processors, transcription equipment, telecommunications terminals, calculators, copiers, etc.
• Prepares standard language legal documents for attorney's signature from basic information provided by attorney.
• Types documents dealing with litigation, such as complaints, briefs, answers motions, pleadings and other legal documents.
• Researches cases for quotations, citations and precedents of case law as directed by attorney.
• Maintains a card index of prior opinions, cases and principles of law for ready reference.
• Serves as secretary to Administrative Hearings Office.
• Types official opinions.
• Performs related work as required.

EXAMPLES OF JOB CHARACTERISTICS

EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES

(Note: The examples of work as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position. Examples of work performed are not to be used for allocation purposes.)

• Takes and transcribes dictation or transcribe from dictating equipment or rough drafts subject matter that may vary from simple correspondence to legal, medical, engineering, or other technical subject matter.
• Develops material for supervisor's use in public speaking engagements.
• Attends conferences to take notes, or is briefed on meetings immediately after they take place in order to know what amendments were made and what developments have occurred in matters that concern the supervisor.
• Makes arrangements for conferences including space, time, and place; informs participants of topics to be discussed; and provide them with background information.
• Assists in and coordinates the preparation of operating and legislative budgets; examines budget documents to ensure that they comply with state regulations.
• Receives and routes telephone calls, the answers to which may involve the interpretation of policies and procedures.
• Compiles and analyzes data for administrative decisions.
• Interprets established policy and provides the information for the resolution of problems.
• Provides liaison with the other departments or divisions and with the public representing the department head when requested.
• Operates and/or utilizes a variety of standard business and office machines and equipment including: typewriters, word processors, transcription equipment, telecommunications terminals, calculators, copiers, etc.
• Prepares standard language legal documents for attorney's signature from basic information provided by attorney.
• Types documents dealing with litigation, such as complaints, briefs, answers motions, pleadings and other legal documents.
• Researches cases for quotations, citations and precedents of case law as directed by attorney.
• Maintains a card index of prior opinions, cases and principles of law for ready reference.
• Serves as secretary to Administrative Hearings Office.
• Types official opinions.
• Performs related work as required.  

  BENEFITS INFORMATION

  State of Florida Retirement package – 3% employee contribution required

• 10 Paid Holidays annually
• 104 Hours of Paid Annual Leave annually
• 104 Hours of Paid Sick Leave annually
• Health Insurance for Individual or Family Coverage – State pays 80% of premium
• Life Insurance – State pays 80% of premium
• Additional supplemental insurances available such as dental, vision, etc.
• Tax Deferred Medical and Child Care Reimbursement Accounts available
• Tax Deferred Savings Program available through payroll deduction 

  Benefits information can be found on the following websites: 

  http://dms.myflorida.com/human_resource_support/human_resource_management/for_job_applicants#Benefits 

  Insurance Benefits: http://www.myflorida.com/MyBenefits 

  Deferred Compensation: https://www.myfloridadeferredcomp.com/SOFweb/index.htm 

  Pretax Benefits: http://dms.myflorida.com/human_resource_support/state_group_insurance/dsgi_webcenter/active_employee_webcenter/reimbursement_accounts 

  Retirement Benefits: http://dms.myflorida.com/human_resource_support/retirement

• LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS

  EFFECTIVE 7/01/02

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.